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Looking to connect with Marketing organizations

Anna Giacobbe

Hi there, Community!

I hope it's okay that I'm posting this here; Wrike team, do let me know if this should be taken down/handled differently!

We're looking to shake things up in our account with a complete overhaul of the way we work from blueprints and work structure, to workflows and reporting.

I'm wondering if anyone would be willing to connect with me to share some ideas of how they're successfully running things on their end.

Specifically, I'm looking for someone who:

Uses Wrike to connect many facets of a Marketing team
Has multiple Spaces in their account (one per team)
Works with projects and deliverables that involve multiple teams
Have greatly simplified their blueprints and workflows (or always had them built as such)
Have built great reporting for many different purposes/audiences (i.e. executive/high-level, operational, team, individual, etc.)

For some slight context, we have:

Overcomplicated/extremely granular blueprints with multiple hand-offs (and maintained them as such)
20+ workflows created by individual teams, despite many of them being very similar
Lack of visibility into where projects are at from a top-level
One-off requests for Marketing deliverables, as well as campaigns/projects that contain many deliverables

Let me know ☺️

Find more posts tagged with

blueprints

request-forms

dashboards

project-tracking

Project Management

Comments

John_Egleston

Kudos, @Anna Giacobbe, for approaching this governance initiative so thoughtfully. Your colleagues and clients will benefit from the eventual payoff.

A word about the process itself: Are you thinking an incremental movement toward new standards or a big-bang rollout? The former takes more planning with constant communication about what's changing when and why. But it means not having to interrupt the flow of current work. I suggest a hybrid of rolling out significant changes in a definite direction within a specified season of transition, with lots of energy and humor to keep it as fun as possible for everyone.

Using fewer workflows means teams don't have to watch as carefully which team space owns a project, making its workflow the default for subitems. One thing I've offered several teams along the way was their own pocket "decoder ring" documentation for the exact meaning of each status in the default or a shared custom workflow. What qualifies an item to move from one status to another? Which doesn't the team use? If they can work well with a shared workflow that keeps their unique edges in the decoder instead of status names, it boosts everyone.

Kaden Holloway

We work with a lot of the roadblocks you've mentioned! We are constantly simplifying, so I feel qualified to add some input!
Simplifying starts with the request forms. If people are requesting things verbally, train the stakeholders you interact with to go to a request form, and train them how to use these request forms. From there, create a blueprint based on the questions asked in the request form. Custom fields are your best friends. You can utilize custom fields when dividing up the requesting department or company, the department that the workload is designated to and to establish the type of deadline. I highly recommend taking the report mastery course because it will allow for a immersive learning experience and can help you apply reports to your work. I would also add that workflows should be kept in the space, while broad workflows should be stored in the account. The workflows can be mutli-use across departments.

Dashboards also add an extreme level of visibility. Learning to utilize dasbhoards can increase visibility significantly! The more I know about the problem, the more advice I have! Feel free to comment on my comment for more discourse on how you can improve!

jtyler81

This is such a great discussion! We use Wrike to coordinate projects that often involve multiple teams and handoffs, so visibility across the entire project is really important to me. One thing I’ve found helpful is keeping the overall project structure consistent while making individual tasks very clear about ownership, next steps, and deadlines.

I’m also working toward simplifying our processes rather than adding more complexity as new needs come up. I’ve learned that if the structure becomes too granular, maintaining Wrike can almost become a project of its own. 😂

I completely agree with the comments about custom fields and dashboards. Having a way to see where projects stand, what is waiting on someone, and what needs attention without opening every individual project is incredibly valuable.

I’d love to hear what you ultimately decide to change, especially around simplifying your blueprints and workflows!

Anna Giacobbe

Hi all!

Thank you for your inputs :)

For more context, we've been in Wrike for a few years now and we already leverage:

Tools like Dashboards and Calendars
Request Forms per deliverable type
Blueprints per deliverable
Custom Fields for additional tracking
Workflows per team

The hurdle we're facing now is that things have just gotten too complicated with numerous workflows, overcomplicated blueprints that have very granular tasks (some over 100 tasks), etc. As a result, it's getting harder to maintain and folks are getting frustrated with the amount of details that's been baked in. We're looking to clean up shop and get inspired by other Marketing teams using Wrike in a very clean and simplified way.

I'd love to connect with anyone that's using Wrike for a similar purpose/team structure (ie. for Marketing purposes, or using Wrike to deliver on individual requests or campaigns with multiple assets to deliver) to see how they're using the tool to organize and report on these types of deliverables.

Emily Bressler

Hi Anna!
I'm the project manager for my marketing team, and we use wrike for similar purposes! I'd be happy to hop on a call to talk through what y'all are doing and share what's worked for my team.